PRIVACY POLICY
WHO ARE WE?
We are a Quebec-based company specializing in office and workspace rental. To learn more about our services and products, please visit our website at https://espacegrandeallee.com/. Espace Grande Allée is committed to protecting all personal information collected and used in the course of its activities.
PURPOSE OF INFORMATION COLLECTION
Our privacy policy outlines the standards for the collection, use, disclosure, and retention of your personal information. It also details the measures we take to protect your personal information and ensure your right to access this information.
PERSONAL INFORMATION
Personal information is defined as any information or combination of information about an individual that allows for their identification. However, individual names and their professional contact details such as title, address, phone number, and professional email address are not considered personal information.
Personal information must be protected in any form or medium: written, graphic, audio, visual, computerized, or otherwise.
TOOLS USED
Our website uses certain third-party tools to track information and analyze user behavior. These tools include:
WORDPRESS:
We use the WordPress platform to manage our website and collect technical data, such as IP address, browser type, and visited pages. This information helps us monitor site performance and detect any technical issues.
GOOGLE ANALYTICS:
We use Google Analytics to understand how users interact with our site, which pages are most popular, and how visitors access our site. The data collected by Google Analytics is anonymous and used for the purpose of website analysis and improvement.
CONTACT FORM:
When you fill out a contact form on our website, we may collect the following information: name, postal address, email address, and phone number. This information is used to respond to your specific requests and communicate with you regarding our services.
ACCOUNT CREATION:
If you choose to create an account on our site, we will store your name, address, email, and phone number to facilitate the payment process for your future orders.
We use the collected information for the following purposes:
- Provide information about your account and orders
- Respond to your inquiries and refund requests
- Process payments securely and prevent fraud
- Set up your account on our site
- Comply with our legal obligations, such as calculating taxes
- Improve our product and service offerings
- Send you marketing messages, if you have given your consent
We will not share your personal information with third parties without your consent, except as required by law.
COOKIES
Our website uses cookies to enhance your browsing experience and personalize the content we present to you. Cookies are small text files stored on your device when you visit our site. Cookies help us track the contents of your cart, remember your preferences, and understand how you interact with our site. This information allows us to optimize our website to better serve you. You have the option to disable cookies in your browser settings, but this may affect certain site functionalities.
CONSENT
When we collect information about you, we first seek your written consent for the collection, use, or disclosure of your information for specified purposes. We will request your consent for each new use, disclosure, or collection of your personal information, or if the purposes for which they were collected change.
Our company is committed to using the information provided only for the purposes for which it was collected and retaining it for the duration necessary to fulfill the requested service.
However, we may collect, use, or disclose this information without your consent when permitted or required by law. In certain specific circumstances, we may collect, use, or disclose personal information without notifying you or obtaining your consent, such as when legal, medical, or security reasons make obtaining your consent impossible or unlikely, or when this information is necessary to investigate a potential breach of contract, prevent or detect fraud, or enforce the law.
LIMITS ON THE COLLECTION, USE, AND DISCLOSURE OF PERSONAL INFORMATION
The purposes of collecting information typically include confirming an individual’s identity, creating an employee record, and complying with legal requirements (certain information required for tax purposes).
We restrict the collection, use, and disclosure of your personal information to the purposes we have communicated to you. Only authorized individuals have access to your personal information, and this access is limited to the tasks assigned to them.
RETENTION OF INFORMATION
We retain your personal information for the duration necessary for the purposes for which it was collected. In accordance with the law and our record retention policy, we are required to destroy this information. When we carry out destruction, we take the necessary measures to preserve its confidentiality and prevent unauthorized access during the process.
ACCURACY
Personal information must be as accurate, complete, and up-to-date as required for the purposes for which it is used. Personal information used on an ongoing basis, including that disclosed to third parties, is generally accurate and up-to-date unless otherwise indicated.
We do not automatically update personal information unless necessary to achieve the objectives of its collection. The level of accuracy, updating, and completeness of information depends on the information you provide at the time of collection.
RESPONSIBILITY
We are responsible for personal information in our possession or under our control, including those we entrust to third parties for processing. We require these third parties to adhere to strict standards of confidentiality and security.
Our Privacy Officer oversees the privacy policy as well as the processes and procedures related to the protection of personal information.
Our staff is informed and properly trained on our privacy policies and practices.
SECURITY MEASURES
We have implemented and continue to develop rigorous security measures to ensure the strict confidentiality of your personal information and protect it against loss, theft, unauthorized access, disclosure, copying, use, or unauthorized modification.
These measures include organizational elements such as limiting access to the strict minimum, data backup and archiving via external systems, etc., as well as technological measures such as the use of passwords and encryption (frequent password changes, firewalls, etc.).
ACCESS TO PERSONAL INFORMATION
Access to personal information about you is reserved for authorized personnel. The company ensures that these individuals are qualified to access this information and that such access is necessary in the course of their duties.
REQUEST FOR ACCESS TO INFORMATION AND MODIFICATIONS
You have the right to know if we hold personal information about you and to access this information. You can also inquire about how this information was collected, used, and disclosed, as well as who the recipients were. We will respond to your request within a reasonable time from the date of receipt of your written request, and reasonable fees may apply.
In certain specific situations, we may refuse to provide the requested information. Exceptions to your right of access include cases where the requested information pertains to other individuals, where disclosure is prohibited by law, where security or copyright reasons apply, where obtaining such information would be costly or privileged, or when they are related to a dispute.
If we hold medical information about you, we may refuse to provide it to you directly, preferring to transmit it to a healthcare professional you have designated. You can also request the correction of your personal information to ensure its accuracy and completeness. Any request for modification will be processed within a reasonable time.
To request access to your personal information or request modifications, please contact the Privacy Officer at the following address:
PRIVACY OFFICER
- Robert Chouinard
- info@espacegrandeallee.com
- 418-622-9174
COMPLAINTS AND QUESTIONS
If you have concerns about the protection of your personal information, you can contact the Privacy Officer at the address provided above. Any complaints regarding the protection of personal information should be addressed to the Privacy Officer. We will investigate each complaint and take appropriate measures, including modifying our policies and practices if necessary.
TRAINING AND AWARENESS
We promote best practices and respect for rights regarding transparency and the protection of personal information through various approaches:
- Displaying the contact information of the Privacy Officer
- Raising awareness through various means such as information sessions, reminders during meetings, staff training, a plan of action for the protection of personal information, etc.
ENFORCEMENT
If you believe that our company has not complied with the principles outlined in this policy, please contact the Privacy Officer. We will promptly take action to identify and correct any issues. Please include “Privacy Protection” in the subject of your message.
POLICY UPDATE
This policy must be reviewed every three years and updated in the event of significant changes in legislation or regulatory requirements.
Last Updated: (09-11-23)
